How to manage quoting periods

RFQs have an Open and Closed phase

When you create an RFQ, you set a close date (and in some cases, a time) for the original tender period. Once this period ends, vendors will no longer be unable to submit responses in Felix.  Felix allows you to extend, shorten, close and re-open the quoting period for your vendors. There are some limitations on your flexibility - such as Sealed Bidding, and whether you have proceeded to Award vendors or raise post tender requests. Read on below.

Post tender requests are available to use in a Closed RFQ period, to request documents and/or pricing updates from select vendors. Once this process has started, you cannot re-open the RFQ.

See this article for an overview of RFQs, end to end in Felix.

Extend the quoting period for an RFQ

When Sealed Bidding is enabled for the project your RFQ is part of, you will be limited to only pick a date beyond the original close date. Refer to Project Settings and Permissions to check if this is enabled for your project.

To extend the quoting period for an RFQ:

1. Navigate to Projects & Quotes > Requests for Quotation from your Felix dashboard.
2. Locate the RFQ that you would like to extend the quoting period for.
3. Hover over the ‌more icon beside the relevant RFQ.
4. Select View Details from the drop-down menu.
5. Navigate to the RFQ Details tab.
6. Click the Edit icon beside the quote close date.
7. Select the new closing date for the RFQ.
8. Click the Update button.
   
   

Extend the quoting period for a single service

To extend the quoting period for a single service on the RFQ:

1. Navigate to Projects & Quotes > Requests for Quotation from your Felix dashboard.
2. Locate the RFQ that you would like to extend the quoting period for.
3. Hover over the ‌more icon beside the relevant RFQ.
4. Select View Details from the drop-down menu.
5. Navigate to the Vendors tab of the RFQ.
6. Locate the service that you would like to extend the quoting period for.
7. Click the Edit button beside the ending date.
8. Select the new end date for the package.

The new close date for a single service cannot exceed the close date for the entire RFQ.

Close an RFQ

An RFQ will automatically close when the quoting period for the entire RFQ ends. However, you may wish to manually close the RFQ before the nominated end date if you have received a sufficient number of quotes from vendors, or if project delivery has been paused.

To close an RFQ:

1. Navigate to Projects & Quotes > Requests for Quotation from your Felix dashboard.
2. Locate the RFQ that you would like to close.
3. Hover over the ‌more icon beside the relevant RFQ.
4. Select View Details from the drop-down menu.
5. Click the Actions button in the top right corner.
6. Select Close RFQ from the drop-down menu.
7. Click Yes to confirm.

Vendors will not be able to submit or update quotes when the RFQ is closed, unless you transition to issuing post tender requests to select vendors that you've shortlisted.

Re-open an RFQ

To re-open an RFQ:

1. Navigate to Projects & Quotes > Requests for Quotation from your Felix dashboard.
2. Locate the RFQ that you would like to re-open.
3. Hover over the ‌more icon beside the relevant RFQ.
4. Select View Details from the drop-down menu.
5. Click the Actions button in the top right corner.
6. Select Re-Open RFQ from the drop-down menu.

Re-Open RFQ option is not visible if the RFQ is already in Awarded status, or if post tender requests have been issued to vendors.